z Howard College Concho Valley May Day: Preparing for the Monitors

z Howard College Concho Valley May Day: Preparing for the Monitors

z Wednesday, June 21, 2017 Nicole Stevens Director – AEL

z Objectives Evaluate all Aspects of Program Look for Weaknesses and Strengths Team Morale Matters Attend Training for Best Practices Implement New Ideas & Strategies How to Implement Change Be Prepared for Monitors

z The Way Things Were

z Structure – Courses Needed updating/reorganizing Career Pathways & Transitions Not set up or running correctly Unable to capture targets High School Equivalency Courses Had people in classes that were not assigned Students attending multiple classes

z Structure – Job Descriptions Needed to go back to basics Instructors doing tasks that fall under administration Not covered by appropriate funding source Time & Effort not inclusive of responsibilities No clear “chain of command” Who oversees who, who has authority over what, and what are proper procedures to follow when dealing with colleagues?

z Structure - Data Student Files Instructor Files Program forms contained unnecessary PII Cheap folders created disorganization – no consistency Student folders copied when entering a different class Administrator Files Not adequately organized Sign-in sheets copied

z Team Unity

z All Forms Used pencil Filing Systems One folder/student/class (copies) Data Entry staff files ITEC Plan No one knew Reliant on Others

z TWC Business Meeting: September 2016

z Devoured AEL Contract and TWC Assessment Guide AEL Contract Pulled out all requirements Called TWC with questions and clarifications Built SOP – very specific Assessment Guide Who knew? Became my go-to book

z Implementing Changes Policy Letters Implements required changes to previous practices Documents change in practice for monitors Establish pattern

z Standard Operating Procedures (SOP) Booklets Each instructor and staff member received one Responsible for contents Made amendments and updates as needed Submitted to TWC Distributed to instructors and staff

Course Structure z Tackle Tuesday Team Created new course schedule and structure Courses flow from Transitions to TxCHSE to further training/education Holds students more accountable – attendance Holds instructors more accountable – sign-ins and instruction

z Curriculum Tackle Tuesday Team Built new course curriculum to fit new rigor of courses Collaborated to create internal assessments for course advancement to better track students’ progress

z Job Descriptions Duties Aligned instructor efforts with job descriptions Matched appropriate funding sources Established appropriate lines of communication Supervisors Mandated email correspondence Encryptions

z Professional Development What PD Stands for: Poor Decisions Physically Draining Partial Disaster Pretty Dull Perpetually Dreadful Purpose Defeating Peace Defiant Purely Disappointing Plain Dumb

z Professional Development Source Content Increased quality of instruction Two instructors trained as trainers Compliance Measures Extensive examinations: SOP Policy Letters Contract Assessment Guide

z Student Files Instructor Files Remove unnecessary PII Administrative Files More organized Career Navigator Files Organized and designed for student-tracking Security All data secured with double barrier PD Training

z Teamwork

z Compliance Checks - Classroom Quality of Instruction Curriculum Team Classroom Observation Formal & Informal End-of-Course Evaluations Student Feedback: Course Content Instructional Methods Suggestions

z Compliance Checks - Data TEAMS Check data when validating Run reports to look at students not progress tested PII Security Check all locking cabinets Train on sending secure documents Random Data checks Folders to TEAMS

Compliance Checks - Finance z Internal Records Excel Spreadsheets – checkbook register Binders Travel Purchases Payroll Accounts Double balance system Monthly Account Reconciliation

z Suggestion Box

Transparency z Let everyone know the “What” and the “Why” Better understanding Program buy-in Form Think Tanks Ideas should not be just from the top down Get everyone involved in program improvement

Train z Explain Breakdown new policies or procedures Visual Provide Visual examples when possible Dummy folders Checklists Test knowledge Played Jeopardy Gave quiz with awards

Reach Out z TWC Contact your program specialist & manager for guidance Contact the monitoring side for clarifications if necessary Reach out to your monitors with questions or concerns to be as ready as possible for their arrival Other Programs Get advice from other programs who have been monitored

z Entrance Interview Invite staff and instructors Provide welcoming reception for monitors Allows staff and instructors to hear grant standards Questions can be asked

z Be Prepared Be organized Information can be easily obtained Demonstrates patterns in daily activity Be thorough Give detailed exposition on questionnaires Know your SOP

z Remember Monitoring is an opportunity: To learn about requirements To improve practices Ask questions throughout process Call TWC if necessary

z Contact Information Nicole Stevens, Director Howard College Concho Valley [email protected] 325-481-8300 Ext. 3252